Tax/Treasurer Management Assistant

Class Title: Management Assistant Department: Treasurer/Tax Office

FLSA Status: Non-Exempt WC Code: 9410

Pay Range: 6 Union: Non-Union

GENERAL STATEMENT OF DUTIES

This classification performs complex duties to assist the County Treasurer/Tax Collector by performing clerical, technical and office management functions requiring interpretation and application of department policies and Oregon Revised Statutes (ORS); serves as a full assistant to and can speak for the County Treasurer/Tax Collector.

SUPERVISION RECEIVED

Work is performed under the guidance of the County Treasurer/Tax Collector who outlines work projects, goals and objectives. Employee works independently to compile, and analyze data, and resolve questions or problems on the basis of past precedent and interpretation of policy or procedural guidelines. The employee confers with the County Treasurer/Tax Collector for professional assistance and advice; work is reviewed for conformance to policy, procedures and ORS.

SUPERVSION EXERCISED

This classification assists with training and supervising the work of support staff.

Link for Veterans Preference Form:http://www.malheurco.org/wp-content/uploads/2016/06/Veterans-Preference.pdf

If you are a Qualified Veteran or Qualified Disabled Veteran and would like to be granted preference in the selection and hiring process, please fill out this Veterans' Preference Form and provide proof of eligibility by submitting a copy of form DD-214 or 215 (copy 4). This completed form and required supporting documentation must be submitted with your application in order for consideration for Veterans' Preference.

Link for Malheur County Resident Preference Form

https://www.malheurco.org/wp-content/uploads/Departments/Admin/Menu-Links/50-Resident-Applicant-Preference-Form.pdfIf you are a Malheur County Resident that plans to stay in Malheur County for the next 5 years and would like to be granted preference in the selection and hiring process, please read, fill out this form and attach it to your application.

ESSENTIAL FUNCTIONS

(The following description of duties may not be all inclusive and other duties may be assigned at the discretion of the County Treasurer/Tax Collector).

• Assume responsibility for managing the Treasurer/Tax Office when County Treasurer/Tax Collector is absent which includes: direct department activities ensuring compliance with policies and ORS regulations; act as a liaison between the Treasurer/Tax Collector and the public by providing information requiring extensive knowledge of department policy and procedure.

• Assume responsibility and ensure compliance on a daily basis for: Tax collecting; opening and closingprocedures of the office; accepting and posting payments both from the customers and from County Departments, by accurately processing cash, checks and other negotiable items; customer service with public via telephone or front counter; checkout and balance of cash drawers; and bank deposits.

• Assume responsibility and ensure compliance on a monthly (and as needed) basis for: pulling monthly reports for phone, copies and postage; maintaining and preparing deposit for mobile home ownership changes; preparing requisitions for phone, copies, office supplies, etc.; uploading and downloading files to data exchange; printing refund checks; monthly/weekly turnovers to districts; monthly revenue/expenditure reports to districts; issuing and posting Treasurer receipts; balancing Treasurer spreadsheet to G/L bank master; reconciling multiple bank statements; preparing and posting journal vouchers for both Tax and Treasurer accounts; maintaining bankruptcy files; creating spreadsheets used in office; website upkeep; bank transfers; managing return mail; and reconciliation of payroll and accounts payable check registers.

• Assume responsibility and ensure compliance for: maintaining foreclosure accounts; preparing legal foreclosures documents; preparing legal notices for publication; preparing public notice letters to adjoining land owners; oversee County land sale, including certificates and Sheriff’s return of sale; issue, record and maintain tax warrants; tax season preparation; processing lender data requests; cleaning and organizing files for shredding; and posting batch payments from lenders.

• Assist in supervising support staff which includes: training of support employees; planning, organizing, assigning, coordinating, reviewing work of staff, and enforcing department policy and procedures when County Treasurer/Tax Collector is absent.

• Courteously meet and transact effectively with other employees, department heads, elected officials, outside agencies, taxing districts and the public.

• Regular physical attendance at the employer’s facility is required.

PREFERRED KNOWLEDGE AND SKILLS

• Experience in banking practices
• Experience in bookkeeping or accounting
• Past county government experience
• Experience in local government funds management and investments
• Experience handling cash, checks and other negotiable items
• Proficiency in MS Word
• Experience in website maintenance

QUALIFICATIONS

Minimum of a high school diploma or GED with six years progressively responsible clerical experience which includes one year of supervisory experience supplemented by training in business or secretarial sciencesOR any satisfactory equivalent combination of experience and training.

NECESSARY SPECIAL REQUIREMENTS

Must possess a valid driver license with a good driving record. A safe and acceptable driving record per County policy must be maintained throughout the course of employment. Must pass a background check and be bondable with a surety bond.

GUIDELINES

Work is performed within departmental policy and procedure; Federal, State, and County rules, regulations and ordinances; Oregon Revised Statutes, Oregon Administrative Rules and personnel rules; various administrative reference material, office management reference material and secretarial handbooks. Employee uses seasoned judgment, initiative and experience to interpret and choose between alternative guidelines.

PERSONAL CONTACTS AND PURPOSE OF CONTACTS

Contacts are with other employees, department heads, elected officials, outside agencies, taxing districts and the public to resolve problems, provide service, interpret policy and give or exchange information pertaining to Treasurer/Tax Office.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Work is performed in an office environment and is generally sedentary; however, work may require bending, climbing, kneeling and lifting up to 35 pounds. Reaching, carrying, pushing, standing and walking up and down stairs may be required. Occasional driving is required.

HOURS WORKED PER WEEK

37.5 (generally works 7.5 hours per day; 5 days per week)

BACKGROUND CHECKS

To be considered for this position final applicants will be going through background checks which may include: Criminal, DMV, Reference, Certification and Education checks.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED OF THIS POSITION

Thorough knowledge of**:** MS Excel; operation of 10-key adding machine; accounting and bookkeeping principles, practices and techniques applied to local government accounting; funds management procedures including investments and banking practices and methods.

Considerable knowledge: of recordkeeping methods; collections process; County and Treasurer/Tax Office operations, policy and procedures to answer questions, provide services and serve as liaison for County Treasurer/Tax Collector.

Reasonable knowledge: of Federal and ORS that pertain to the Treasurer/Tax Office.

Basic knowledge: supervising the work of support staff.

Skill in:operating effectively and accurately modern office equipment that may include but not limited to; postage/mailing equipment, letter opener equipment, and folder equipment, multiple phone lines and accurate cash handling.

Ability to: communicate effectively in both oral and written form; establish, maintain and prepare records, reports and statistical data; make decisions independently in accordance with established policy and use initiative and judgment in carrying out tasks and responsibilities; adjust to priority changes and work well under pressure; plan, organize, train and supervise support staff.